new getting started - iclasspro · 2015. 3. 26. · config. mailchimp integration: (optional)...

Getting Started GUIDEREVISION APRIL 25, 2013

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Configure Settings1. Update Business & Contact Info. . . . . . 32. Location Details . . . . . . . . . . . . . . . . . . . . . . . 33. Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . 34. Import / Export. . . . . . . . . . . . . . . . . . . . . . . . 35. Setup Section . . . . . . . . . . . . . . . . . . . . . . . . . 4 5a. General Settings. . . . . . . . . . . . . . . . . . . 4 •TaxRates. . . . . . . . . . . . . . . . . . . . . . . . . . . 4 •Rooms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 •Programs . . . . . . . . . . . . . . . . . . . . . . . . . 4 •KeyWords . . . . . . . . . . . . . . . . . . . . . . . . . 4 •Phone&EmailTypes. . . . . . . . . . . . . . 4 •ChargeCategories. . . . . . . . . . . . . . . . 5 •PricingSchedules. . . . . . . . . . . . . . . . . 5 •SMS&Voice(optional) . . . . . . . . . . . . 6 •Config.AnniversaryCharges . . . . . 6 •Config.MailChimp(optional) . . . . 7 •EmailTemplates. . . . . . . . . . . . . . . . . . . 8 5b. Class Settings. . . . . . . . . . . . . . . . . . . . . . 8 •ClassTemplate . . . . . . . . . . . . . . . . . . . . 8 •Sessions . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 •Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 •Tuition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 •BillingSchedule . . . . . . . . . . . . . . . . . . . 9 •DiscountSchedules. . . . . . . . . . . . . . . 10 •SpecialDiscounts . . . . . . . . . . . . . . . . . 12 •ApplyingDiscountSchedules . . . . 12 •BlackoutSchedules . . . . . . . . . . . . . . . 13 •EnrollmentLookAhead . . . . . . . . . . 13 5c. FamilySettings . . . . . . . . . . . . . . . . . . . . 14 •FamilyTemplate. . . . . . . . . . . . . . . . . . . 14 •Relationships. . . . . . . . . . . . . . . . . . . . . . 14

•Howdidyouhearaboutus?. . . . . . 14 •Statements . . . . . . . . . . . . . . . . . . . . . . . . 15 •EnrollmentEmails. . . . . . . . . . . . . . . . . 15 5d. Student Settings . . . . . . . . . . . . . . . . . . 16 •StudentTemplate . . . . . . . . . . . . . . . . . 16 •SkillsTrees . . . . . . . . . . . . . . . . . . . . . . . . . 16 5e. Staff Settings . . . . . . . . . . . . . . . . . . . . . . 17 •StaffTemplate. . . . . . . . . . . . . . . . . . . . . 17 •UserGroups . . . . . . . . . . . . . . . . . . . . . . . 176.ParentPortalSection. . . . . . . . . . . . . . . . . . 18 •ParentPortalIntegration. . . . . . . . . . 18 •Logo&Announcements . . . . . . . . . 19 •ParentPortalGeneralSettings. . . . 19 •Classregistration . . . . . . . . . . . . . . . . . . 20 •ClassFilters . . . . . . . . . . . . . . . . . . . . . . . . 20 •CampRegistration . . . . . . . . . . . . . . . . 21 •Financial . . . . . . . . . . . . . . . . . . . . . . . . . . . 217. AdditionalSetup. . . . . . . . . . . . . . . . . . . . . . 22 •Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 •AuditLog. . . . . . . . . . . . . . . . . . . . . . . . . . 22

Creating Data8. CreateStaffMembers . . . . . . . . . . . . . . . . 239. Create Classes . . . . . . . . . . . . . . . . . . . . . . . . 2410.CreatingaFamily . . . . . . . . . . . . . . . . . . . . . 2411. Creating a Student . . . . . . . . . . . . . . . . . . . 25

Using iClassPro12. Testing Your Settings. . . . . . . . . . . . . . . . . 2613.QuickEdit . . . . . . . . . . . . . . . . . . . . . . . . . . . 2714. Next Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

These 14 steps cover all the initial setup necessary to operate iClassPro to its full potential. Completing all the ProSetup sections is recommended to utilize all the powerful features iClassPro has to offer.

QuickStartUse the checklists in order to get families, students, classes and camps operational quickly. You can go back and complete any skipped steps covered in the ProSetup later.

Families & Students Setup Section. . . . . . . . . . . . . . . . . . . . . . . . 4

General Settings . . . . . . . . . . . . . . . . . . . . . 4

Phone&EmailTypes . . . . . . . . . . . . . . . . 4

FamilyTemplate . . . . . . . . . . . . . . . . . . . . 14

Relationships . . . . . . . . . . . . . . . . . . . . . . . 14

Student Template. . . . . . . . . . . . . . . . . . . 16

Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

CreatingaFamily . . . . . . . . . . . . . . . . . . . 24

Creating a Student. . . . . . . . . . . . . . . . . . 25

Classes Setup Section. . . . . . . . . . . . . . . . . . . . . . . . 4

General Settings . . . . . . . . . . . . . . . . . . . . . 4

Rooms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Class Template . . . . . . . . . . . . . . . . . . . . . . . 8

Levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Tuitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

BillingSchedules. . . . . . . . . . . . . . . . . . . . . 9

ClassRegistration . . . . . . . . . . . . . . . . . . . 20

Creating Classes. . . . . . . . . . . . . . . . . . . . . 24

Camps Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

PricingSchedules. . . . . . . . . . . . . . . . . . . . 5

CampRegistration. . . . . . . . . . . . . . . . . . 21

Tip: Look for the stopwatch

icons to help as a visual aid.

Need to get started quickly? ProSetup Recommended and

covers all the bases.

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Configure SettingsSection 1

2 Location DetailsiClassPro’s location feature is used to manage more than one facility. If you need to create more locations, you can use the button on the left side of the page.

iClassPro bills per location. Creating or deleting locations on this page will affect your subscription fee. If you have any questions about the pricing, please contact support.

The location information will be printed on your statements and other reports. (Address, Phone Number, Website, etc.)

You will also have the opportunity to add your logo and parent portal header per location. If you are not ready to do so, you may come back to do that later.

3 TransactionsThis is where you set up the electronic payment and receipt printing settings. You can come back to this setting when you’re ready to accept credit cards through iClassPro. See the iClassPro Electronic Payments Guide for more help with this topic.

4 Import / ExportIn this section, you can create and restore backup files of your database as well as import data from other software. Contact us or refer to our knowledge base for more information on importing data and iClassPro backup files. iClassPro creates regular backups of your information on our servers. These exports are provided as a courtesy.

Recommended Browser: For best performanceuse Mozilla Firefox® or Google® Chrome

1 Update Business & Contact InfoThe Business Info Page settings include country, state, time zone, date format, and currency. Your business information entered on this page will affect many parts of your iClassPro account! iClassPro will use this information for contacting you.

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Create a bookmark for your iClassPro login page for quick access. Be sure that your browser accepts cookies and pop-ups from iClassPro. Both are required in order to log in.

Log in to your account

Using the information provided in your confirmation email when your account was first created.

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Important: Click the Save button on all forms after making a change! Anytime a change is saved successfully, a notification will appear at the bottom of the screen.

Edit Button: The pencil icon is the Edit Button throughout the iClassPro application.

Help Button: Throughout iClassPro click any Help Button for a detailed description of the related feature.

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1) Click the create new button to make a phone or email type.

2) Enter a title for the new label. (Home, Cell, Mother, Father, Work, etc.)

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Settings > Setup > General Settings > Key Words

Keywords can be used as a custom filter to group families, students, classes, or staff for marketing, communication, or reporting. This can always be set up later. Keywords can be added using the assign a Keyword button on the family, student or class pages. See our Quick Reference Guide or visit www.iClassPro/Support.com for information on using keywords.

Settings > Setup > General Settings > Phone & Email Types

Phone & Email Types: Customize the labels used to describe phone numbers and emails that are saved in iClassPro for family and staff. These are also available for the customers to choose as their phone or email type in the customer portal. Customize both phone and email types before entering data into iClassPro to save time.

5 Setup Section is the core of the application settings. The customizable features of iClassPro are separated by General, Class, Family, Student, Camp and Staff settings. For demonstration purposes, some data may already be included with a new account. Feel free to delete or change existing data.

5a General Settings have effects that are applica-tion-wide and should be configured before using iClassPro.

Tax Rates create the tax rate to be used on taxable line items. A charge can be specified as taxable or non-taxable when creating it.

Rooms: (optional) It can be helpful to setup rooms if you want to use ClassPro to help track where your classes meet. There will be an option to select a room when creating a class.

3) Non-Class Programs: If the non-class (Hide from Parent Portal) option is checked, the program will be used solely for tracking financial data like registration fees or proshop items.

Note: Non-class programs cannot be used on classes or camps and are not visible from the parent portal (Program Filter).

(programs continued)

Programs are labels used to organize classes into groups. Each class in iClassPro is part of a program (Gymnastics, Cheer, Swim, Dance, etc.) Programs must be setup before creating classes. When creating classes, attach each one to a program. Programs also separate and track income from different parts of your business.

1) Click create new. 2) Enter a title for the new program. (ie: Beginner Tap Dance, Jazz Dance, etc.)

Settings > Setup > General Settings > Programs

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1) Click the create new button to start making charge categories.

2) Enter a title for the new charge category. (ie: Reg. Fee, Proshop, Aug. Tuition 2013, Uniforms, etc.)

Note: It is good practice to create a new charge category for each billing period.

Note: An expiration date is used to prevent old Charge Categories, like 2010 Nov., from showing up in the list for new charges while still keeping it on file for reports. It can’t be used to charge, but can be used for records. Do Not Delete! Categories have financial records attached to them.

1) Click create new.

2) Enter a title for the pricing schedule (ie: Summer Camp, Tumble Clinic, etc.)

3) Determines how the students or attendees get discounts. For example, if left at the default One at a time, then Student #1 will pay full price and Student #2 will receive the discounted price in column 2 of the bottom table. If changed to Total, then all students will be charged the amount in the column which corresponds to the total number of students enrolled in the camp for that family.

Note: Pricing Schedules are only used for Camps.

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Pricing Schedules are how Camps determine how to charge for a camp as well as determine discounts for anyone who enrolls. Although creating a camp is as easy as creating a class, it cannot be created until you have created a Pricing Schedule. This section can be skipped if you’re not ready to use camps yet.

Charge Categories are used to describe charges that you create and post to a client’s ledger. The charge category will appear as part of the charge title on the account statement, family ledger, and customer portal ledger. Create the needed charge categories before creating any charges. Charge categories are also used to detect duplicate charges when mass billing tuition.

Settings > Setup > General Settings > Charge Categories Settings > Setup > General Settings > Pricing Schedules

5a General Settings (continued)

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AnniversAry Fee ChArge DAte is AnniversAry DAte

5) This deposit is subtracted from the total price of the camp. Only for use when accepting deposits at sign up! The deposit amount isn’t required to save a pricing schedule.

6) Determines the total amount due for the number of enrolled blocks in a camp including discounts. Columns represent Students/Attendees within the same family and rows represent Blocks or scheduled time slots.

For example, if a 4-day long camp was being held and students only meet once each day, then each day would be considered a block, so that camp would have 4 blocks or 4 rows. (Total price above, $50 - 1 student, 4 blocks).

However, if one were having a 1 day camp and students would meet twice in that day, once in the morning and once in the afternoon, then each time they meet is considered a block. This camp would have 2 blocks. (Total price above $30 - 1 student, 2 blocks).

7) This is for determining special discounts like an Employee Discount, Service Discount, Member Discount, or an Earlybird (aka Early Registration) Discount.

1) Type of Fees: Per student or per family.

2) Location Method: Choose the location method. All locations applies only one charge (2A) Fee amount applies. Per location applies a charge for each location (2B) a student is enrolled in and allows you to establish a different fee per location in iClassPro.

3) Anniversary Timeframe: Specify how often anniversary fee is applied.

4) Charge Date Checkbox: Check this box if you want the last charge date to be the anniversary date.

Note: Requires purchase of credits (3 cents per message, per recipient).

SMS & Voice: To setup and configure the SMS and voice capabilities of iClassPro – just click the pencil icon next to that setting and follow the on-screen instructions. See our support website to learn how to send SMS and Voice messages to your clients.

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Settings > Setup > General Settings > Pricing Schedule

Settings > Setup > General Settings > SMS and Voice

Settings > Setup > General Settings > Config. Anniversary Charges

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Configure Anniversary Charges:

Set how the anniversary / registration charges will be applied, and set the default fee amount.


(pricing schedule continued)

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Config. MailChimp Integration: (optional)

iClassPro has unlimited basic emailing features. But for those who desire more features and tracking capabilities, iClassPro recommends MailChimp. MailChimp helps you design emails, share them on social networks, and track results. If you have fewer than 2,000 subscribers, you can send up to 12,000 emails per month absolutely free with MailChimp.

For more information on MailChimp features and benefits, visit the features page online at MailChimp.com/Features

With the integration, iClassPro can send your data straight to an email list in MailChimp to start an email campaign.

Go to www.mailchimp.com/signup/to sign up for a free MailChimp account.

Paste API Key here.


Integrating your MailChimp account is easy! Just generate an API Key from MailChimp (http://kb.mailchimp.com/article/where-can-i-find-my-api-key), and copy & paste that into your iClassPro settings at:

Settings > Setup > General Settings > Configure MailChimp

To Sync a list from iClassPro, just select a group of families, students, classes, or camps to sync information into your MailChimp Mailing List. Then, just click the MailChimp icon as shown below.

After integrating with MailChimp, you’re ready to use their available features to enhance your email campaign.

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Class Template: In the case you want to track additional information for all classes, iClassPro gives the ability to add custom fields. These fields will only be seen from the staff side of iClassPro.

Sessions are commonly referred to as seasons or terms. Sessions are a period of time that a student can be enrolled in a class. You can create and label those time periods on this setting page. Students enrolled in a class assigned to a Session will be automatically dropped on the session end date. Therefore, sessions might not be the best option if you assume students are coming back after each session. Refer to our knowledge base (iClassPro.com/support) for more information on sessions

Levels are assigned to classes to express the skill level requirements of a class. They can be used for additional filtering / grouping on the class list, parent portal class list, enrollment window, and reports. You may want to create levels now to save time when creating classes.

1) New Class Enrollment used in example below...

2) In the editor (as shown), make any desired changes to the automated email. The words in the brackets, for example, [[family_fname]], are email variables.

Note: Click the help icon to see a full list of variables.

Email Templates allow you to customize all of the automated emails that are sent by iClassPro with variable data from your families, class-es, and enrollment database. Emails can be initiated by the actions of staff member in iClassPro or by the actions of a parent in the portal.

Settings > Setup > General Settings > Email Templates

Settings > Setup > Class Settings > Levels

Settings > Setup > Class Settings > Class Template

Settings > Setup > Class Settings > Sessions

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2) Enter titles, for your new level. (Beginner, Advanced, etc.) Create titles one at a time. Remember when naming levels parents will use this ‘level title’ for searching classes in the parent portal.2

5b Class Settings5a General Settings (continued)

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The Billing Schedule is the frequency at which tuition is charged for a particular class (Monthly, Session, Weekly, etc.) Billing schedules are used to determine which students get charged when you run the global tuition billing. For instance, if you attach the session billing schedule to all of your classes, when you run global tuition charges all students who are enrolled in a class with that billing schedule will be charged the tuition price. You should name these Billing Schedules so that whomever does the billing knows how often charges for that billing schedule should be created.

The Tuition prices that are created here are the un-discounted prices that you can assign to a class for a specific billing schedule (monthly, session, etc.) Each class is assigned a default tuition price. Create these before creat-ing your classes to save time. Each tuition should have a distinct class price. The same Tuition can be attached to any number of classes.

2) Enter a title and price for each of your tuitions. (ie: AllStar Cheer, $ 250)



2) Enter a title for each of your billing schedules.

3) Billing Cycle effects billing and proration in iClassProChoose from : Month/Session will allow you to bill/prorate for the entire session.or Force Month will override the session settings and bill/prorate monthly for any enrollment attached to this billing schedule.

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Settings > Setup > Class Settings > Tuitions Settings > Setup > Class Settings > Billing Schedules

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Note: Billing Schedules should be configured before classes are created!5b Class Settings (continued)

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One at a Time: To count classes One at a time means to assign each one a number. The order classes are put in is always highest to lowest tuition before discounts are applied.

One at a Time (Example): Jane is enrolled in a $55.00 cheerleading class and a $35.00 tumbling class. The cheerleading class is class #1 because it has the highest tuition. The tumbling class is class #2 . To count hours One at a time means to use the number of hours this class attends to find a discount for this enrollment. The period of time the hours are totaled for is controlled from within each class itself.

Jane is enrolled in two 2-hour classes that bill hourly. The discount schedule will use 2 hours for each class since they each last two hours.

Total: To count classes by Total means how many total classes/hours there are. If hourly billing, Total means to use the number of hours all relevant classes attended to find a discount for this enrollment. The period of time the hours are totaled for is controlled from within each class itself.

Total (Example 1): Matt is enrolled in two classes. The discount schedule will consider both classes to be #2 because there are two enrollments. Both classes would receive the class #2 discount.

Total (Example 2): Jane is enrolled in two 2-hour classes that bill hourly. The discount schedule will use 4 hours since that is the total number of hours of both classes added together. The hours of classes that do not bill hourly will not be counted.

2) Count Student By: Similar to Count Classes/Hours, except it counts the number of enrolled students in a family. If you count One at a time, each student is assigned a column of pricing. If you count by Total all students will be assigned one column of pricing corresponding to the number of enrolled students in that family.

3) Students Ordered By: Most Expensive Class order means that the student enrolled in the most expensive class is student #1. Or Highest Total Tuition order tells the discount schedule to add up the tuitions for all the classes each student is enrolled in. The student with the highest total is then student #1.

4) Minimum Charge Amount: This field allows you to set a minimum amount or minimum percentage of un-discounted tuition an individual enrollment may be charged.

Settings > Setup > Class Settings > Discount Schedules > Create New

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Discount Schedules are used to help automate multi-class, hourly and multi-student discounts.

Details Tab

1) Count Classes / Hours By: This field controls the way that classes, or hours, are counted. The count is then used to find discounts in a discount table. There are two ways to count: One at a time or Total. If you choose to count classes by Total, all classes will receive the multi-class or multi-hour discount instead of just the second or third class. If set to One at a time, the first class is full price, and the additional classes receive the discount.See examples on right.

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Students

5b Class Settings (continued)

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Tip: The red “X”s will delete that column or row.

Note: Columns represent students and Rows represent classes. Columns are vertical and rows are horizontal.

Discount Schedules are used to look up multi-class/hour and multi-student discounts.

Tables Tab

When creating a discount schedule, there is always a Default table. You may also add new tables for specific billing schedules. When an enrollment is billed, the discount schedule first looks for a table for the billing schedule attached to the enrollment or class. If none is found, the Default table is used.

Note: Once you reach the point where you do not offer additional class or student discounts, delete any further rows/columns. iClassPro will use the last entry for any additional classes or students.

Example: (on right)

(A) A family with 2 students will receive a $10 discount per class.

(B) A family with 1 student enrolled in 3 classes will receive a 50% discount per class.

Notes: To apply discount schedules, you must attach them to programs. All classes under that program will receive that discount when discounts are enabled on the class.

You can override the discount schedule used on as specific class under the billing section of the class details.


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Special Discounts: Applying Discount Schedules:

1) Double-click each program to edit.

2) Select your discount schedule from the drop down menu.

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Assign discount schedules to different programs. Follow these steps...


Settings > Setup > General Settings > ProgramsPart 1Setting the discountson the discount schedule

Set your Discounts for Employee, Service, Members or Earlybirdby entering amount in either ($) or percent (%) and click save.

Part 2Applying special discounts on the family page.

Apply Employee, Service or Members Discounts. You must edit each family’s Detail page under Special Discount and set the appropriate field by selecting (Yes) or (No).

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iClassPro will look at all enrollments for your classes for the number of weeks in the future you choose and count those enrollments against the number of current openings in the class so you don’t overbook. (Two weeks is a good reference point, because most future enrollments will not occur more than two weeks prior to the starting date.)

Note: Changing this setting will affect the number of openings displayed on the Classes Page, New Enrollments Screen and in the Parent Portal; meaning, accidentally over-booking becomes a problem of the past.

Blackout Schedules: Calculate pro-rated tuition based on your blackout dates. Blackout dates change the way iClassPro calculates tuition when prorating or billing hourly.

Before your blackout schedules are used, you must attach the schedule to the program(s) that they apply to. All you need to do is to edit the programs under your settings. You can only apply one Blackout Schedule per program. (See Part 2 on right to complete)

1) Enter a number of weeks and save the changes.

1) Double-click each program to edit it.

2) Select your blackout schedule from the drop down menu.


2) Name your new Blackout Schedule (ie Christmas Holiday, etc.)

3) Choose dates or a date range and click the Add Date button to add dates to your blackout schedule. Your dates show in the list on the left of the window.

Tip: Blackout schedules only changes the price when billing hourly. If using a flat tuition per month or session – the amount prorated for any missed days is adjusted, but the total tuition remains the same.Please contact support if you have questions about this feature.

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Settings > Setup > General Settings > ProgramsSettings > Setup > Class Settings > Blackout Schedules

Settings > Setup > Class Settings > Enrollment Look Ahead

Enrollment Look Ahead: This feature allows you to count future enrollments against current class openings to prevent problems with overbooking. Enter a customized period of weeks for iClassPro to look for new enrollments to count against current openings.

1Blackout Schedule Program Settings:

Part 1

Part 2


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Family Templates allow you to control the form used to track the details for families. This allows you to create as many guardian, phone number, email, and address fields as needed for a family.

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1) Click the appropriate buttons to add the desired fields. You can create as many as you need. Be sure to click save.

2) At the bottom of Edit Family Template you will find Custom Fields only visible from staff side of the family details.

Tip: If you choose to create extra fields and store data in those fields, removing any of those custom created fields in the future will cause the data in those fields to be lost – this is true of all fields deleted from templates.

Note: It’s important to remember that the relationships defined here, just like phone and email types, can be viewed and selected from the customer portal as an option on the family page.

Relationships describe how guardians or emergency contacts relate to a student. These should be configured before entering data into iClassPro. You can always change them later.

Settings > Setup > Family Settings > Family Template Settings > Setup > Family Settings > Relationship

Settings > Setup > Family Settings > How Did You Hear About Us?

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How Did You Hear About Us? Create a list of possible answers to the question “How did you hear about us?” For example: Ad, Search Engine, a Friend or Family Member, etc. This will track the results of your gym’s marketing efforts. Parents are required to answer this question when they sign up through the parent portal. Try to be thorough with your answers and offer an “Other” category to cover other potential answers.

5c Family Settings

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Customize your email addendum within the editor using any editor tools to enhance your messages. The email addendum sends only when both the Enrollment Notification and the Enrollment Addendum are checked.

Tip: The Addendum can be customized at the time of creating the enrollment.

Enrollment Emails: Use this to configure enrollment email defaults. You will have the option to send or not send emails each time an enrollment is created from the staff side of iClassPro. Set the default to your general preference (checked to send or unchecked to not send).

Statements: Use these options to choose how statements are generated. Check the desired statement information options and save.You can change these configurations at any time. Below is a brief description of Configure Statements options :

Settings > Setup > Family Settings > Statements Settings > Setup > Family Settings > Enrollment Emails

Statement Type: Select whether the charges listed on statements are generated per location in iClassPro, or for all locations (business) under your iClassPro Account.

Show Charge Line Items: Check to show each line item on a family statement, or leave un-checked to show charges which include multiple line items as a single charge.

Show Only Current Charges: Show only charges with a charge date on or before the current date. (ie: If checked, will not show March 1st charge on a statement generated February 28th.)

Show Client Phone Numbers: List the primary phone number on file for the family in the family information on the statement.

5c Family Settings (continued)

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The Student Template allows you to create custom fields on the student form for extra information that you want to track for each student. This information is only viewable from the staff-side of iClassPro.

Part 1 Settings2) Give the new field a title. 3) Decide if you want a text field or a larger text box. See samples created of field type below. Create as many custom fields as needed.

1) Use the Arrows buttons to arrange events in the skill tree to be in the desired order.

2) The New Event button creates a new Skill Tree/Event.

3) Use Insert Skill button to insert individual skills or levels underneath the selected event.

4) Use the Delete button to delete an event, level, or skill.

5) Use this dropdown to select student skill status.

6) Notes area to add comments.

Student > Edit > Skills

Adding individual student status per skill.

Settings > Setup > Student Settings > Student Template Settings > Setup > Student Settings > Skills Tree

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5d Student Settings

Skill Trees track multiple events and individual student skill levels and progress. Customize the skill tree to meet your exact specifications. For each event, there is a level and a skill. To begin setup, give each skill a description. Then edit Student Skill to mark student status (started, com-pleted, etc.) and add notes for each skill. These are tracked under Student Details on the Student page.Click 1

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Text Box

Text Field

Note: Delete custom fields by clicking the button to the right of field. Deleting will cause the data in those fields to be lost.

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Part 2 Using Fields Inputting data into custom fields:

4) Custom fields will appear under Student Details > Custom Fields tab. 5) Enter information in the fields and before closing.

LevelSkill

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1) Click the appropriate buttons to add the desired fields. You can create as many as you need.

2) Add a custom field. (ie: part-time, full-time, enrolled in insurance, etc.

Note: Removing any of these custom created fields in the future will cause the data in those fields to be lost.


2) Create a user group title (ie: Instructors, Coaches, Front Desk)

3) Use the radio buttons beside each item and select Full Access or None to grant or deny permissions to the newly created group.

Tip: Hold the cursor over each item to see a brief explanation of each permission.

Notes: If “Application Access > iClassPro” is set to “None” the staff member will not be able to log in.“View” means the user will be able to view records, but cannot make changes. “Full” allows read/write access. Using advanced permissions, you can alter user permissions per individual from the staff page.

User Groups are for assigning a set of permissions to groups of staff members. For example, you may not want your coaches to have the same sort of access as your front desk staff. Staff user groups are assigned on the Staff page when you edit or create staff members.

The Staff Template allows you to control the form used to track staff information. This allows you to create as many phone number, email, address, and custom fields that you want to track.

5e Staff Settings

Settings > Setup > Staff Settings > Staff Template Settings > Setup > Staff Setting > User Groups

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Note: Remember to keep in mind that some of the data that you enter in iClassPro such as classes, phone and email types, and family relationships can be seen in the Parent Portal.

Tip: We recommend testing and learning how these features work by going through the parent portal process of enrolling as if you were a parent.

Note: For more information on setting up the parent portal, visit:http://support.iclasspro.com/entries/20886356-making-your-parent-portal-work-for-you

6 The Parent Portal contains all of the settings pertaining to the portal and the necessary code to install the Parent Portal on your web-site. Go through the page to view each available setting.

Integration: To install the iClassPro Parent Portal on your web page, copy and paste the HTML provided into the HTML view of your website.

Settings > Parent Portal Settings > Parent Portal > Integration

Preview Parent Portal allows you to test the settings to see how they will be viewed on the live Parent Portal - sample show right.

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General Settings in the Parent Portal deal mostly with the display and level of access you give parents on the Parent Portal.

A) Allow Parents To Sign Up For New Accounts Online: This allows potential customers to create a new account. (Just a reminder, you may want to reiterate to your already registered families/parents the importance of NOT making another/duplicate account when signing in for the first time. You can use the announcement text for this.)

B) Default Session to Show On The Class List: Should you run your Facility on a Session basis, this gives you the ability to preselect the session filter in the parent portal class list. This can be set to the session you are currently accepting enrollments for to make it easier for parents to find classes.

Logo & Announcements: Customize your parent portal with a Logo, Color Theme and Announcement Text. Announcement Text is a great way to welcome your new and existing Customers as well as give them an idea of what they can do in the Parent Portal. You can insert images or embed videos. You may also give instructions on how to log in for the first time if the family is an existing member of the gym.

6 Parent Portal (continued)

1) Upload your logo by clicking on Upload Avatar/ Logo & selecting the image from your computer.

2) Complete the look with color selection.

3) The Announcement Text is the area that appears right above Member Login on the home screen of the parent portal. (See sample below)

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Announcement Text Area

Settings > Parent Portal > Logo & Announcements Settings > Parent Portal > General

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Class Registration options change the level of automation involved in creating enrollments. They also restrict the types of enrollments parents can request.


If you want parents to be able to enroll, receive a charge, and submit a payment for the enrollment all at once — you need to have 1) Auto-approve requests, 2) Auto-charge First Tuition, and 3) Requires Payments for Enrollments to be checked (be sure to select an Auto-Charge Charge Category and/or program to assign charges to). 4) If using Auto-charge First Tuition, be sure to select Auto-Charge Charge Category. If using the anniversary fee option to create these charges on eligible families, also select an anniversary fee charge category 5) and anniversary fee program 6).

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Settings > Parent Portal > Class Registration Classes > Edit > Details

1) Input class details in all the available fields.

Each class also has Parent Portal options. Follow these steps to set parent portal options for each class.

2) Check the Show On Web and Allow Web Registration to automatically show the class details on theParent Portal and allow online registration.

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Class Filters are used to filter your classes by age, gender, program, session, day, and level.

Select the filters you want available to parents when viewing classes within the parent portal.

Settings > Parent Portal > Class Filters

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The Financial section of the Parent Portal Settings allows you to control how online transactions are conducted. You can require parents to 1) keep payment information on file, 2) display the types of Credit Cards accepted at your facility, 3) allow partial payments, and 4) establish a priority order for charges to be paid.


Camp Registration settings allow you to adjust the level of automation for camp enrollments. You can also restrict parent’s request permissions. To automate camps so that the parent is allowed to enroll their student, receive a charge, and then make a payment – you will need to set up your camp to show on web, allow web registration, and auto approve requests.

Settings > Parent Portal > Camp Registration Settings > Parent Portal > Financial

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1) Select Auto-Approve Charge Category to enable camps to be paid for through the parent portal.

Note: Each campalso has Parent Portal options.

Go to: Camps > Edit > Camp Details

2) Allow web registration, and 3) Auto Approve requests on the Camps page under the Camp Details.

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Note: In order to take online payments, a Payment Gateway is required.Review the iClassPro Electronic Payments Guide for more in depth processes and procedures on setting up and managing electronic payments.

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Policies is where your business will list any policies, waivers and billing authorization which parents need to sign before registering for a class or submitting payment information online. iClassPro offers a generic policy agreement for you. We recommend that you update with your own verbiage. You can edit the three fields with the editor tool or paste verbiage from another source.

Parents will be prompted to agree electronically to policies before they can complete the enrollment process or make payments via the parent portal.

The Audit Log is where the actions of staff members and online activity is recorded in iClassPro. If there is ever a question about which staff member edited information, you can use the Audit Log to find out.

You can search the Audit Log by staff usernames or by actions which took place. Examples of information you can search in the Action bar are things such as payments/charges, family names, enrollments, etc.

7 Additional Setup

Settings > Policies Settings > Audit Log

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Creating DataSection 2

8 Staff Members can be instructors or anyone who needs access to the business side of iClassPro. The number of staff members you can create is unlimited. Also, you can give each staff member their own username and password to access iClassPro. If you set up user groups in the previous section, you can quickly assign a group of permissions to each staff member. Follow the instructions below to create staff members.

3) You must give new staff members permissions in the Permissions tab to allow them to log in.

4) Choose a User Group if you want to apply a pre- defined list of permissions set by User Groups settings. Tip: See page 17 for more information on setting up User Group Permissions.

5) Choose the Advanced User Permissions to define permissions manually for a new staff member.

Remember to clickafter editing any page.

1) Click the new staff button on the left-side of the page and the Staff Details window will open.

Staff > New Staff > Details

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2) Enter the details for the staff member you are creating. Be sure to assign the correct permissions to prevent unwanted data access. If you need more fields, you can edit the staff template in the settings section.

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1) Enter the details for the class you are creating. Be sure to give each class a program, tuition price, billing schedule, schedule, and instructors.

Use the tabs at the top of the window to navigate through the class details and settings.

2) Check Show on Web and/or Allow Web Registration to make your class available on the parent portal.

Classes > New Class > Class Details Family > New Family > Details

10 Creating a FamilyA Family in iClassPro is an account where you store all the details for that family including student information, enrollment information, payments and charges, and notes. In iClassPro, there must be a family record first before creating student records.

Details: Enter information for the family you are creating. Use the tabs at the top of the window to see the different sections:

Students: Create and edit students

Ledger: Enter charges and payments

Autopay: Save payment information

Policies: Track waiver acceptance

Keywords: Tag family with keyword

Notes: Enter important notes

9 Creating Classes After the Programs, Tuitions, and Billing Schedule settings in iClassPro are configured, you are ready to begin creating classes. iClassPro bills based on class enrollment. A student will automatically assume the default billing schedule and tuition that you create for a class. If you need to discount a student’s tuition, you can do this by setting up a discount schedule or manually overriding the tuition amount when enrolling the student.

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Enter the details for the new student (* indicating required fields shown below)

3) Association Id: Can be used for membership Ids or records

4) Roll Sheet Comment: Shows on roll sheets for instructors to review behavioral / medical reminders or other communication.

5) Student Flag Alert: Shows as a pop up notification in iClassPro when editing or enrolling student.

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11 Creating a Student1) Click the student icon on the family that you want to add a student to.

2) Click the new student button to open the Student Details Tab shown on the right.

Family > Students > New Students

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Using iClassProSection 3

12 Testing Your SettingsOnce you have created a few enrollments and become confident in your ability to navigate iClassPro, you can test out how your settings – particularly your billing settings – will function. To view how tuitions are being calculated, you can preview your Global Billing by following these steps:

Transactions > Global Tuition Charges 2) Click Preview and Process which will display all charges as defined by the charge category and billing schedule chosen.

3) Click on an Amount to see a detail of how the total was calculated including class tuition(s), discounts(s) and taxes applied.

Tip: Prevent duplicate charges – We recommend All Previous by Enrollment and Charge Category.

1 Select / Enter :

• Charge Category

• Billing Schedule All students attached

to this billing schedule will be billed using this charge category.

• Charge Date

• Student Active As Of Date : This date de-termines which students are charged based on their start date. Always use a date within the billing period for accuracy and for proration purposes.

• Due Date

• Early Bird Cutoff Date (not required) On this date early payment discounts will revert to full tuition.

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4) “Student: 1” represents column 1 of the discount schedule table and

5)“Class: 2” represents row 2 of the discount schedule table shown below pre-defined by your discount schedule settings. Using the examples above for student Bobbie Barker the calculated discount is 10%.

Students

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Note: For more information on creating new Families, Students, Classes, Camps, Enrollments, Charges and a more in depth instruction on Billing, please refer to the iClassPro Quick Reference Guide.

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13 The Quick Edit feature makes it easier to make changes to multiple classes. If a setting is left at DO NOT CHANGE, then the selected classes will keep its original settings. For any of the settings that are changed, quick edit will change the settings for all the selected classes upon clicking save.

Using Quick Edit, the following details of a classes can be changed:

• Active/Inactive Status

• Class Program

• Enable/Disable Show On Web & Allow Web Registration

• Enable/Disable Proration

• Default Billing Schedule/Tuition Pair

• Level

• Room

• Min/Max Age

• Max Number of Students

• Description

Part 1

1) Select classes you want to edit.

2) Select the Quick Edit (lightning bolt) icon to open the Quick Edit window. (shown below)

Classes Part 2

3) Make the changes to the class details in the Quick Edit window.

4) Click save.

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Using iClassProSection 3

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14 Next StepAfter you have configured your settings in iClassPro, we recommend taking a look at the Quick Reference Guide to walk-through some of the common tasks in iClassPro such as creating enrollments.

Download the Quick Reference Guide at www.iClassPro.com/downloads.

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